Ended Senior Procurement and Logistics Officer

The Job

About Oxfam

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of the international confederation Oxfam.

our team

The Country Management Team in country is responsible for strategic leadership of programming in country, bringing together the programmes in country.

The logistics team is responsible to  provide quality logistic management support to Oxfam’s Yemen around £30million of programming across several locations with the challenge of difficult access arising from conflict.  This role will manage the logistics function in the central office and in the field offices. Working with other members of the logistics team, the role will ensure the implementation of efficient logistical support systems for Oxfam in Yemen.

The Logistics Team is responsible for ensuring efficiency and effectiveness in delivery of Oxfam’s operations in Yemen through management of the Oxfam logistics processes and procedures.

job purpose

To provide provision of quality procurement and logistics support to all operations in related offices, including emergency response programmes, resilience and development programmes.

The role of the Senior Procurement and Logistics Officer in Amran is to support of Oxfam’s supply and logistics processes and procedures through ways of working, training, and ongoing communication and collaboration with Logistics Manager, Program Manager, Business Support Manager, Country Management Team, Programme and Support staff. This role provides procurement and logistics support for Oxfam’s “One Program” approach including humanitarian, development, and campaign & advocacy. One of the primary objectives of this post is to build capacity and capability through effective mentoring of the logistics staff reporting to this role, including communication and training to partner organisations staff.

what the recruiting manager has to say about the role?

The Senior Procurement and Logistics officer is overall responsible for all procurement and logistics functions in the specified office. The Senior procurement and Logistics Officer provides effective and efficient support to logistics for all projects, processes, advisory services, and teams.

The Senior procurement and Logistics Officer supports the teams in developing logistics strategies and targets. The Senior Procurement and Logistics Officer helps in the process of developing country procurement (and logistics) plans. The Senior Procurement and Logistics Officer will ensure compliance with Oxfam and donor policies, procedures and guidelines.

The post assists in developing solutions to diverse and complex logistics problems within organisational policy. The Senior procurement and Logistics officer works with information in a variety processes which may relate to issues across the organisation.

core details

Location:

Amran office, with some travel to field offices, upon request

Internal Grade:

D1N

Division

Logistics-Business Support

Job Family:

Business Support/Admin

Contract type:

National.

Hours of work:

 36 hours per week. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at interview stage

This role reports to:

Program Manager– Amran

With dotted line to Country Logistics Manager.

Staff reporting to this post:

Logistics & Procurement Assistant (E1N),

Annual budget for the post:

Not applicable

Key relationships/interactions:

All Logistics (and procurements) staff of field offices,  Program Manager, Field finance team,  country Finance Manager, Manager Compliances, Business Development Manager. 

Screening checks:

All successful candidates will be screened through Refinitiv World-Check One to comply with counter terrorism and financial sanctions regulations.

References:

Should you be successful and not already employed by Oxfam GB, we will require minimum of two references covering five years of employment history.

DBS checks (for roles based in the UK):

It is a requirement in the UK for a new DBS check at enhanced level for every new member of staff who works directly with, or has regular contact with, children or vulnerable adults in the UK (consistent with DBS guidance and relevant law).

Not Applicable

key responsibilities

Procurement and Logistics Support– 25%

  • Contribute and provide support to overall supply plans.
  • Ensure the procurement of goods and services is based on authorised requisitions/Request Orders in line with Oxfam supply and logistics policies procedures and in accordance with the division of responsibilities.
  • Responsible and accountable for ensuring that procurement activities in Oxfam is carried out in accordance with the authority of the Logistics, Purchasing and Supply Procedures Manual and the Oxfam Logistics Policy.
  • Manage the request orders tracking system and provide timely information to the programme and finance departments on status of local and international procurement. And to ensure H all transactions are made online in the system (HELIOS) as per requirements.
  • Ensure maintenance of records and contacts with suppliers and local repair/maintenance shops and to conduct price comparison among them in order to get the best deals.
  • Ensure proper record keeping and safety of all logistics and supply transactions (quotations, tenders, requisitions/request orders, purchase order forms, goods received notes, receipts, waybills and all other documents) both electronically and manually as may be required for audit trail.
  • Prepare framework agreements for commonly used goods and services and monitor performance levels during the duration of the contract.
  • Ensure preparation of purchase contracts and follow up on execution and delivery of the goods and services.
  • Participate in the tender committee and ensure preparation of all tender related documentation including analysis and award and rejection letters.
  • Responsibility for the management of storage.
  • Ensure proper storage and warehousing of assets and programme stocks, including proper receiving and issuing of stocks, maintenance and updated bin cards, and regular physical stock taking and spot checks for assets, stock and office equipment as per standard Oxfam systems.
  • Undertake supplier visits, providing guidance and support as may be required.
  • To keep records of and maintain contacts with suppliers and local repair/maintenance shops, and to conduct price comparisons among them.
  • Responsibility for the maintenance of local procurement and logistics systems.
  • To maintain a database of suppliers able to cost-effectively supply Oxfam.
  • Working closely with Finance to manage payments to supplier, following-up on all pending purchases and related issues where necessary.
  • Any task reasonably assigned to you by your line manager or designated person.
  • To prepare and submit regular and ad hoc reports.
  • Any task reasonably assigned to you by your line manager or designated person.
  • Provide support to other Oxfam Yemen Logistics offices when called upon to.

Fleet Management: - 25%

  • Ensure rental vehicle fleet, rental drivers or Oxfam drivers comply with Oxfam vehicle and drivers policies and that an effective fleet management system is established with minimum risks to Oxfam.
  • Oversee the regulation, supervision and planning of vehicle allocation  in order to optimally serve the needs of the programme.
  •  To ensure Oxfam and rental company drivers are trained and aware of Oxfam security and travel protocols.
  • To act as the focal point between Oxfam/ contractors and programme teams.
  • Ensure proper check of vehicles before engaging them to work with Oxfam in order that all required health and safety standards are met.
  • Maintain records of both rental and Oxfam vehicle and drivers licences for security and legal compliance purposes.
  • Ensure drivers adhere to, and respect the Oxfam laid down vehicle policies and procedures as well as signing of non-staff code of conduct for all non-Oxfam drivers.
  • In case of war, civil disturbance or arbitrary malicious intent, in consultation with the project manager, to safe guard vehicles and other capital equipments either by disabling it, hiding it or by driving it to safety, under the condition that this effort does not jeopardise the personal safety of any staff involved.
  • To assist logistics staff to implement effectively the system of the daily checks that ensure rental vehicles are adhering to Oxfam contractual terms in relation to insurance documentation, servicing/maintenance schedules and safety and driving regulations.
  • To assist logistics staff in ensuring proper systems are in place for maintenance/servicing of the generators to ensure optimum operation
  • To support logistics staff in maintenance of an efficient fuel purchasing and replenishment systems.
  • Make the necessary reports on the fleet management for fleet allocation, utilization, expenses, and fuel utilization.

Warehouse and Assets Management: - 25%

  • Maintaining Oxfam assets including the recording; disposal; movement, loss or damage
  • To record all in and out of the store with proper documentations and in the system.
  • Draft the regular and monthly reports on the warehouse reporting.
  • Do physical varication of the warehouses and stock on regular basis and
  • Carry out regular updates of the assets and inventory and prepare quarterly reports.
  • Carry out asset timely asset disposals as and when required in line with Oxfam and donor regulations.

People Management – 15%

  • Supervises the logistics team and allocates work
  • For the logistics staff and especially reporting to logistics role, draft the capacity building plans, execute the capacity building plans.
  • Conduct appraisals annually and write personal development plans with staff
  • Review job profiles from time to time, at least annually.
  • Ensuring that each team member of the department perform the assigned duties to the highest standards and adheres to organization rules and regulations set by donors, local authorities and as per country regulations. 

General departmental Administration - 7%:

  • To ensure that the Oxfam logistics department systems, procedures and working practices are adhered to Oxfam procedures and are in integration and harmony of all other departments.
  • To ensure that the proper archiving and storing system are maintained to keep all the logistics and procurement records safe and retained as per the compliances requirement of donors.
  • To ensure proper decorum in logistics office, and department staff respect and always follow the organization values.
  • Be part on various procurement committee time to time and advice on procurement matters to the procurement committee members.
  • To attend staff meeting and other related meeting where financial inputs are necessary.
  • Follow the Code of Conduct at all time and report any misconduct at per HR procedures.
  • Adhere to all applicable Standard operating procedures, rules and regulations, and report any non-compliances when observed.

Security --  1%:

  • To work closely with relevant staff to ensure that all Oxfam staff adhere the security protocols
  • Collaborate with the National Security Officer and Field Security Focal to train staff in security management as requested
  • Report any security misconduct and security accident, as per Standard operating procedures.

Skills and Competencies

  • Achieving Results:  Organisation to Work Effectively; Drive to Achieve Results; Tenacity; Decision Making; Initiative
  • Self Management:  Managing Emotions; Self Awareness; Adaptable & Flexible; Respect for Others
  • Leading Others:  Motivating Others; Developing Others; Delegation; Taking Charge; Facilitating Change
  • Thinking & Understanding:  Organisational Awareness; Knowledge Management; Analytical Thinking; Critical Information Gathering
  • Working Effectively With Others:  Following; Supporting Others; Interpersonal Awareness; Communications; Influencing Others

Essentials:

  • At least 4 years of related experience with INGOs.
  • Related education at least college degree
  • Ability to plan, prioritise and organise own and others' work
  • Able to communicate instructions and objectives clearly
  • Keeps abreast of internal and external events that may influence role
  • Anticipates outcome of activities and uses initiative to achieve targets
  • Actively promotes high standards and continuous improvement
  • Continually seeks out most efficient use of resources
  • Pro-actively adapts and improves standards and working practices
  • Able to advise and train on specialist skills to other departments / teams
  • Written and oral Arabic and English
  • Proven ability to organise work effectively and supporting others
  • Computer literate, including word processing, databases/ spreadsheet use

Desirable:

  • Financial management ability.
  • Experience of supervision of staff.
  • Working knowledge of Arabic

Your commitment to Oxfam

  • Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women's rights
  • Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles

Person specification

How this will be assessed?

 Note to candidates: Shortlisted candidates will be assessed on our organisational values and attributes at the interview stage. The successful candidate(s) will be expected to adhere to our code of conduct. We encourage candidates to read and understand our code of conduct here.

  • Achieving Results:  Organisation to Work Effectively; Drive to Achieve Results; Tenacity; Decision Making; Initiative
  • Self Management:  Managing Emotions; Self Awareness; Adaptable & Flexible; Respect for Others
  • Leading Others:  Motivating Others; Developing Others; Delegation; Taking Charge; Facilitating Change
  • Thinking & Understanding:  Organisational Awareness; Knowledge Management; Analytical Thinking; Critical Information Gathering
  • Working Effectively With Others:  Following; Supporting Others; Interpersonal Awareness; Communications; Influencing Others

Shortlisting

Interview

Presentation

Other

Key Organisational Attributes

 

 

 

 

Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.

 

x

 

 

Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.

 

x

 

 

Commitment to undertake Oxfam’s safeguarding training and adherence of relevant policies to ensure all people who come into contact with Oxfam are as safe as possible

 

x

 

 

Organizational Values

 

 

 

 

Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions

 

x

 

 

Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen

 

x

 

 

Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences

 

x

 

 

Oxfam Leadership Competencies

Shortlisting

Interview

Presentation

Other

Essential - Experience, Knowledge, Qualifications & Competencies

 

 

 

 

 

  • At least 5 years of work experience in logistics and / or procurement at officer level preferably gained within an INGO or similar

x

x

x

 

  • Ability to plan, prioritise and organise own and others' work

x

 

 

 

  • Proven ability to organise work effectively and supporting others

 

x

 

 

  • Developed communication skills including explaining, advising and training and a working knowledge of Arabic and English

x

x

 

 

  • At least Bachelor’s degree in Procurement or Logistics or Certified Procurement and Logistics Specialist  

x

 

 

 

  • Computer literate, including word processing, databases/ spreadsheet use

x

x

 

 

Desirable

 

 

 

 

  • Financial management ability.

x

 

 

 

  • Working knowledge of Arabic

x

 

 

 

 
How to Apply
  • Employer: Oxfam
  • Category: Logistics
  • Location: Amran
  • Posted on: 9 August 2020
  • Deadline: 16 August 2020

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